Presenter Details & Logistics

Welcome, ER&L 2018 Presenters!

ER&L presenters will find Registration, Housing, Travel, Presentation, Poster & ePoster, Accessibility Support, Code of Conduct, Green Room and Facility information for the 13th Annual Electronic Resources and Libraries Conference here:

SESSION & SHORT TALK DETAILS
POSTER DETAILS
ePOSTER DETAILS

REGISTRATION

Speakers are extended a discounted registration fee of $400 for the conference + online conference video/audio archive.

  • This reflects a 16% discount from early rates and 30% discount from regular rates.
  • Please note you do NOT need to select the Conference Archive when registering, this will automatically be sent to you post-conference.
  • If you registered already at a higher rate or you need the discount code, please contact us.

HOUSING

All available housing options are listed here.

  • At this time, all hotels have space. Don’t hesitate to call the hotel directly! (Updated October 2017)
  • SxSW will be hosting the SxSW Edu conference in town during the Electronic Resources and Libraries dates. Please be sure to book early for the most availability and best rates.

TRAVEL

We recommend arrival on Sunday PM and departure Wednesday early PM to partake in the core conference.

  • Please review the program schedule (available in early November 2017) when planning your travel dates.
  • If you are considering taking or are teaching a workshop course, those arrival dates will vary by ~1 day to allow for the pre-conference or post-conference course. View the ER&L 2018 Workshop schedule.

SESSION & SHORT-TALK PRESENTERS

PLANNING YOUR PRESENTATION

As a reminder, your session should be 2/3 prepared presentation and 1/3 Q&A. Monitors and moderators are assigned to sessions and short talk presentations to assist with timekeeping and questions from the remote viewing audience. As has been the tradition, ER&L’s Online Conference will be all encompassing and that means your session will be recorded.

  • All sessions will be recorded. Some sessions will stream live and others will be recorded as ‘Voice-Over-PowerPoint’ recordings available shortly after presentation.
  • All presenters should include their name, affiliation and a photo on the opening slide of your presentation.
  • All professional presentations should credit sources for graphics, photos and cited statistics if not original.
  • The preferred aspect ratio for your slides is 16:9.
  • **Submit Presentations by 2/26/18 – The presenter deadline is set at 5 business days before the conference begins, Monday, February 26, 2018 5pm Central.
    • Please submit your slides ahead of time and your presentation will be awaiting your arrival. (It makes things so much easier on you and allows your peers access to your slides to take notes. This also assists in person and online attendees with accessibility challenges.
    • YES, presenters can choose to not share slides if data is not available for distribution, but we strongly encouraging sharing the presented information since that is the core of what we’re facilitating at the conference.
  • Optional Logo – If you’d like to include an ER&L logo on any or all of your slides you can access these files: LOGO FILE – COLOR LOGO FILE – BLACK & WHITE
WHAT TO EXPECT IN YOUR SESSION ROOM

Each presentation room will be equipped with

  • PC laptop – The laptop available will be a PC. If you are using a program that is only accessible on a Mac, please make your file into a PDF before uploading.
  • Microphone
  • Water at the lectern/ presentation table.
  • Access to power
  • Reliable Wifi
  • Your **Presentation on the desktop!
    • If you are not able to upload your presentation to our Dropbox folder prior to the conference by 2/26/18, please bring your presentation on a jump drive. We do not recommend using your own laptop as the AV connections can get disrupted and it may affect the smooth recording of your session.
  • Accessibility / Accessible Staging or other needs? Every submitter was asked to indicate whether any accommodations were needed, but we’re still here. So, remember that NO time is a bad time (up to the point of presentation) that we cannot assist you in having a comfortable and safe experience. Please contact us at hello@electroniclibrarian.org.
PRESENTATION SLIDE UPLOAD BY MONDAY, FEBRUARY 28TH

Your presentation will be uploaded to a private folder we have established on Dropbox. You can access this folder here.

  • IMPORTANT! Files should be named as follows: “Session Number – Session Title” Example: Session 103 – This Is How to Title A Presentation File
    • Why? Many titles contain the same keywords so be sure to enter your session number and full title. This will be the best way for staff to distinguish your file from another.
    • Don’t know or recall your session number? Look it up on the Conference Website
  • Presentation File are private until they are not. – ER&L staff are the only individuals with access to this folder so your information will remain private until the meeting when conference attendees in Austin and around the world will be able to access an online version of all the presentations that we have secured approval to share.
  • Reminders, reminders, reminders – So, if you’re reading this in the months preceding the conference, don’t sweat it. We’ll be nudging you as we get closer to the conference!

POSTER PRESENTERS

SETUP & PRESENTATION TIME
  • Posters will be viewable to attendees for a full conference day, either Monday or Tuesday. Your final date assignment and poster number was emailed to you and can be found on Sched.
  • Posters must be mounted by 8:30am on the day of your poster session. See below for setup and teardown times:
    • Monday Poster Session:
      • Setup = Sunday March 4th 3pm-9pm OR Monday March 5th 7am-8:30am
      • Tear Down = Monday March 5th 5:30pm-8:30pm
    • Tuesday Poster Session:
      • Setup = Tuesday March 6th 7am-8:30am
      • Teardown = Tuesday March 6th 5:30pm-8:30pm
  • There will be an Attended Poster Session on Monday and Tuesday for authors to staff their poster and make a small presentation or answer questions from attendees. Poster Presenters are expected to be at their poster during this time. The times for these hosted sessions can be found on Sched.
  • Presenters are responsible for mounting their own posters and removing them. Posters left on the boards after the teardown time will be discarded.
DISPLAY AREA
  • Each poster presenter will be provided with a 4′ x 6′ poster board area and push pins. A map of the poster boards will be available onsite.
  • A table will be provided for you to place handouts or other supplementary materials. Storage for poster tubes will be provided under the skirted table.
CONTENT SPECIFICATIONS
  • All materials should be prepared prior to the conference. The only printing capabilities onsite at the conference are in the business center with basic black & white/ 8.5×11.5 paper printing available.
  • Your poster must be able to be read comfortably from 6 feet away.
  • Font should be at least 20pt.
  • Images should be at least 5 inches in size with graphs and data sets large enough to be interpreted from a distance.
  • No commercial activities or any advertising may be displayed on the posters. Non-compliance with this rule will result in the poster being removed.

EPOSTER PRESENTERS

  • EPosters will be viewable to attendees for a full conference day, either Monday or Tuesday. Your final date assignment was emailed to you and can be found on Sched.
  • There will be an Attended Poster Session on Monday and Tuesday for authors to staff their poster and make a small presentation or answer questions from attendees. Poster Presenters are expected to be at their poster during this time. The times for these hosted sessions can be found on Sched.
  • A table will be provided for you to place handouts or other supplementary materials.
  • Your presentation must be uploaded to a private folder we have established on Dropbox. You can access this folder here.
    • Please label your poster file with the ePoster number, full title of your poster presentation and your full name.
    • Presentation File are private until they are not. – ER&L staff are the only individuals with access to this folder so your information will remain private until the meeting when conference attendees in Austin and around the world will be able to access an online version of all the presentations that we have secured approval to share.
CONTENT SPECIFICATIONS
  • Eposters will be displayed on a 60in screen.
  • Your slides must be a PowerPoint or PDF file in landscape mode.
  • Your slides must be able to be read comfortable from 6 feet away.
  • Images, graphs and data sets should be large enough to be interpreted from a distance.
  • Your slides will need to be timed for their rotation prior to submitting to us. Make sure your animations are set on an autotimer. Your file will be displayed in presentation mode during unattended poster display hours.
  • No commercial activities or any advertising may be displayed on the posters. Non-compliance with this rule will result in the poster being removed.

THE GREEN ROOM / PRACTICE, CHATTING & MEETING SPACE OPTIONS FOR PRESENTERS

Presenters can meet and practice in the green room. Work out your nerves or just work on… work, in a room for you with power at every seat, dry erase boards and lecture to practice your presentation. Here are some other options:

  • The in-room equipment is available to test your presentation. Visit during a break or breakfast in the actual presentation room you are assigned.
  • If you uploaded your file, it will be in “ER&L 2018 Presenters” folder on the desktop.
  • Need to print slides to share with a co-presenter or the notes you wrote on the plane? A very small business office is located on the M2 level across from the marble information desk at the AT&T Conference center near room 202.
  • If the weather is nice, grab a table in one of the 2 courtyards and practice outside.
  • Need more space or need to coordinate more than 10 people in a meeting? Please contact us at hello@electroniclibrarian.org for assistance with reserving space.

SESSION SHARING / PROMOTION

We want you to promote your session on Twitter, LinkedIn and Facebook. Many attendees are very active on social media and will be excited to see some familiar faces talking about the #erl18 conference! (We will retweet/ share liberally at ER&L.)

Some options include:

  • Visit our program website and use the Twitter and Facebook links to share your session information to your followers.
  • There is a short link in your sched record and you can copy that for your use if you do not want to use the sched built in feature.
  • Add your presentation to your LinkedIn profile or plug your session on LinkedIn on the ER&L Group if you feel so inclined.
  • We will have a running stream of tweets in the conference center if you just like to follow during breaks.
  • If social media is not your thing, that’s just fine, too. 🙂 Just enjoy yourself!

CODE OF CONDUCT

ER&L’s Code of Conduct and our Commitment to Accessibility and Inclusivity applies to presenters and attendees.


ARE WE CONNECTED?

Don’t forget to follow us on Twitter @ERandL.

We’re using #erl18 throughout the conference and we retweet liberally. A lot of activity takes place on social media throughout ER&L and we hope you chime in using #erl18.


CONTACT / SUPPORT ON-SITE

Please contact us at hello@electroniclibrarian.org. Do not hesitate to reach out with any questions.

Need Assistance On-site in Austin? Danielle Sell and Sandy Tijerina are your contacts should you need anything. Feel free to ask for us at Registration.